Summary:  This training will guide you through the process necessary to upload tracking numbers into the WorldVu system provided to you from a third party shipping company or other source.  The training will assist you in preparing a CSV file and show you how the “Tracking Number Upload” feature will upload the tracking number and ship confirm the order while sending out an email to the customer notifying them of their tracking number.  This powerful feature will compliment your relationship with third party shipping companies (3PLs) and complete the process necessary to successful ship customer orders while providing important customer service follow up information such as the customer’s tracking number.

Log Into the WorldVu System

  • Sales > Tracking Number Upload

Note:   Using the “Tracking Number Upload” feature can be done with a list consisting of one order or thousands of orders.  Ship Confirming and adding tracking numbers into WorldVu may be easier done one by one instead of using the “Tracking Number Upload”.  This can be done by following Step 5 found in this Training link:  Processing Orders through In House Shipping .

Note:  If you plan on using the “Tracking Number Upload” feature then you must work with a “CSV” file only.  No other file format will work with this feature at this time unless otherwise noted.  The file in most cases will be the same file you exported (Order Export) from WorldVu for your third party outsourced shipping company to fulfill your orders.  They have the responsibility to upload the tracking numbers and shipping methods to your Order Export file that match the order numbers of each customer.  If there were changes to the shipment method which are different than what was offered within the Magento Store at the time the order was placed, the carrier name should match the carrier used to ship the order (only the carrier associated with the tracking number should be uploaded back into WorldVu).

Preparing the “Tracking Number Upload” page

  • Assign the correct column number to the following:

“Order ID Column”…this column identifies the customer’s order number

“Tracking Number Column”…this column identifies the Carrier’s tracking number

“Carrier Code Column”…this column identifies the Carrier’s name

  • Mark the “Send Email” if you want WorldVu to email the customer the tracking number.  This will generate a shipment system email containing the tracking number
  • Click on the “Select File to Upload” and choose the “CSV” file prepared for upload
  • Click “Save”
  • If desired, verify the information uploaded correctly by checking a few customer accounts

Note:  Repeat this process for each new file you receive.

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Note:  In order for the tracking numbers to link directly to tracking information with the carrier when a customer clicks on the tracking number link found in their Team Office, you will need to have an account with that carrier and add that carrier into your Store.  If you are not using the carrier as a shipping method for checkout on customer orders or have established a flat rate shipping system you will still need an account with the carrier for the WorldVu tracking number links to work.   If you don’t want the carrier rates to override your flat rates or if you are not using those particular carrier rates, you will need to disable the carrier as a shipping method which can be done in your System Configuration > Shipping Methods by disabling the method for checkout.

If you are not linking the carriers directly to the tracking numbers uploaded to the WorldVu system, you will need to let your customers know where they can get tracking information from the carrier pages.  Once they have the carrier’s website or links to those sites, the customers can copy and paste the tracking number you have provided them directly into the carrier’s site if they desire tracking information.

We hope this helps.  Check out our other training posts for additional assistance.